Budget Queries

Step 1

Click on the Finance tab

Step 2

Under Finance Services click on Budget Queries .

Step 3

The recommended query option at CCRI is Budget Status by Account.  Choose Budget Status by Account in the Type drop down to define a query.  Click on the Create Query button.

Tip:  If you've saved a query template, choose it in the Saved Query drop down and click Retrieve Query

Step 4

Select the appropriate operating ledger data columns to display in the query and then click Continue.  The recommended settings are shown below.

Tip: If you'd like to save this query for future use, enter a query name in the Save Query as box.  It is recommended to not click the shared box as this will be shared with all Finance users.  The Save Query option is available on subsequent forms to save parameters and calculations with the query.  Only criteria entered up to the point that you enter a query name will be saved.

Step 5

Parameters to define the query are entered on this form.  You must enter a Fiscal year and Fiscal period, Chart of Accounts (C for CCRI) andOrganization Code

Fiscal period defines the number of Fiscal months to be included in the query, e.g. 1 for July, 6 for through December.  Use 12 to include everything.

Click Submit query to see the query results.

Tips:

• Fill in the Comparison Fiscal Year and period for a side by side comparison for each result column.
• Broaden your search by using the wild card (%). For example, use %B4% to retrieve all orgs like WB4010, LB4020, PB4040.
• Click on any of the field label buttons to query the field values
• Use 71 in Account type to only show operating account lines

Step 6

The Organization Budget Status Report displays based on your parameters. Click on the red numbers in any report column to drill down to  detailed transactions.

• Adopted Budget shows the budget allocation for that account.
• Year to Date shows actual posted expenditures, and, if applicable, revenue
• Encumbrances shows open purchase orders.
• Reservations shows requisition transactions.

Tip:  If an item is red or grey and becomes underlined when you mouse over it, you can click it to drill down further.

Step 7

You may want to download some of the query data to Excel for further analysis.  Click on Download Selected Ledger Columns, as shown above.

In the File Download popup window, choose Save. 

In the Save As popup window navigate in the Save in box to specify where the file should be saved.  Then type a meaningful file name and accept the default format of Microsoft Office Excel Comma Separated Value.  Then click Save  You can then use Excel to further analyze the information.